To inform agencies of OSC’s automatic processing of the April 2013 Performance Advances and provide instructions for payments not processed automatically.

Affected Employees

Employees in the following bargaining units who meet the eligibility criteria.

Security Services
Agency Police Services

Security Supervisors

State University Professional Services (Lifeguards)

BU01 and BU21
BU31
BU61 and BU91
BU68

Effective
Date(s)

The April 2013 Performance Advances will be paid using the following effective dates and check dates.

Pay Cycle/Pay Period
Type

Payment
Effective Date

Check Date

Administration 1 Lag

03/28/13

04/24/13

Institution 1 Lag

04/04/13

05/02/13

Background

The following Chapter Laws provide for payment of performance advances on April 1 to eligible employees.

Chapter 261 of the Laws of 2012 implemented the 2009-2016 Agreement between the State of New York and the NYS Correctional Officers and Police Benevolent Association, Inc. (NYSCOPBA) for arbitration eligible members of the Security Services Unit (BU01).

Chapter 67 of the Laws of 2012 implemented the 2009-2016 Agreement between the State of New York and the NYSCOPBA for arbitration ineligible members of the Security Services Unit (BU21).

Chapter 15 of the Laws of 2012 implemented the 2005-2015 Agreement between the State of New York and the Police Benevolent Association of New York State, Inc (PBANYS) for members of the Agency Police Services Unit.

Chapter 257 of the Laws of 2012 implemented the 2009-2016 Agreement between the State of New York and the NYS Law Enforcement Officers’ Union, District Council 82 (Council 82) for arbitration eligible members (BU61) and arbitration ineligible members (BU91) of the Security Supervisors Unit.

Lifeguards were transferred to the State University Professional Services Negotiating Unit from the Security Services Unit on January 29, 2009, but continue to be covered under the 1999-2003 Agreement between the State of New York and NYSCOPBA.

Eligibility Criteria

Performance Advance

Employees in graded positions (Grade 101-125) and NS positions (Grade 600) which are equated to a grade and whose base annual salary is below the Job Rate of the employee’s current grade on the applicable Salary Schedule (see chart below) are eligible for a performance advance provided the employee:

Is in a BU01, BU21, BU31, BU61, BU91 or BU68 position on the payment effective date; and

Has completed one hundred (100) work days in such grade during fiscal year 2012-2013; and

Has a Pay Basis Code of ANN on the payment effective date; and

Was rated at least “Satisfactory” or its equivalent on their last rating date.

Applicable Salary Schedule

BU01

03/25/10

BU21

03/31/11

BU31

03/31/11

BU61

03/25/10

BU91

03/31/11

BU68

04/01/02

Promotion Recalculation

Employees who would have been eligible to receive a performance advance in April 2013 but were promoted to a higher grade prior to April 2013 may be eligible for a revised promotion salary (promotion recalculation) provided the employee is not eligible for a performance advance in the higher grade in April 2013.

Ineligible for Performance Advance

Employees with an “Unsatisfactory” evaluation on their last rating date are ineligible to receive an April 2013 Performance Advance. The agency must submit a Data Chg on the Job Action Requests page using the Reason code USP (Unsat Perf) and an increment code of 7777 in the Incr. Code field to withhold the performance advance. The effective date should be the employee’s last rating date. These transactions should be submitted as soon as practicable following the employee’s rating date.

In addition, employees new to a Security bargaining unit who have not completed one hundred (100) work days in their grade are also ineligible to receive an April 2013 Performance Advance. These employees are identified using Increment Code 300X.

In preparation for next year’s performance advance processing, the increment code must updated.

Control-D Report Available Prior to Processing

The following Control-D report will be available for agency use on 03/29/13 (Administration) and 04/05/13 (Institution). This will give agencies time to correct employees’ records, if necessary, prior to the automatic processing of the April 2013 Performance Advances. The report will be sorted by agency code, then by employee name in alphabetical order.

NHRP708 – Mass Increment Payment Exception Report

This report is a preliminary listing of employees who appear ineligible to receive an April 2013 Performance Advance, Promotion Recalculation or Increment Code Update based on information available as of the date the report is produced. Included on the report is one of the following messages which identifies the reason the employee’s record will not be updated:

Position and Job do not match

FIS Missing

FIS At or Below Current

FIS Below Hiring Rate

Increment Code Missing

Increment Code Invalid

Salary Outside Range

Sal Below Hiring Rate

Sal At or Above Job Rate

Insufficient Days

If an employee appears on this report but is due a performance advance, promotion recalculation or increment code update, the agency must take the following action:

Submit the appropriate transaction(s) on the Job Action Requests page to correct the information on the Job Data row(s). If the row(s) is corrected prior to Pay Period 1, the automatic performance advance, promotion recalculation or increment code update will be processed.

Submit a Position Change Request to the Position Management Unit if the position information is incorrect on the Position Data page in PayServ but is correct in NYSTEP. The position will be updated to reflect the change and the automatic performance advance, promotion recalculation or increment code update will be processed provided the agency’s position request contains the same information as the position information in NYSTEP.

Agency Actions – Pay Period 1

The following procedures must be used by the agency when submitting transactions in Pay Period1L.

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date on or before 03/28/13 (Administration) or 04/04/13 (Institution):

The agency must not include the performance advance in the salary rate reported in the Pay Rate field.

The agency must report the proper increment code for April 2013 in the Incr. Code field.

For pay changes, position changes and transfers requested on the Job Action Requests or Transfer Requests page with an effective date after 03/28/13 (Administration) or 04/04/13 (Institution):

The agency must include, if applicable, the performance advance in the salary rate reported in the Pay Rate field.

The agency must report the projected increment code based on the employee’s next performance advance cycle in the Incr. Code field.

Time Entry

To report miscellaneous earnings that are automatically calculated by the system (e.g. overtime), agencies must separate earnings by pay period so the earnings will not overlap the effective date of the Pay Change transaction.

In addition, agencies must manually update the Pre-Shift Briefing amount paid to employees in BU61, BU91 or BU31 using Time Entry Earnings Code PS2.

OSC Actions

OSC will process the April 2013 Performance Advances, Promotion Recalculations and Increment Code Updates for those employees who meet the eligibility criteria and have a Payroll Status of Active or Leave With Pay on the payment effective date with the following exceptions:

Eligible employees in a composite position (identified by Increment Code 2222).

Eligible employees in a position which was previously downward reallocated (identified by Increment Code 6900).

Eligible employees with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/SKL (Sick Lv).

Performance Advance Processing

Performance advances will be processed for employees with Increment Code 001X, 004X, 005X, 007X or 9900. OSC will automatically insert a row on the employee’s Job Data page effective 03/28/13 (Administration) or 04/04/13 (Institution) using the Action/Reason code of Pay Rate Change/PAV (Perf Adv) and will increase the employee’s base salary rate to reflect payment of the performance advance. The employee’s base salary rate will be capped at the Job Rate of the employee’s current grade on the appropriate Salary Schedule.

Promotion Recalculation Processing

Promotion recalculations will be processed for employees with Increment Code 0008 who are entitled to a revised promotion salary based on the FIS (Fixed Incremented Salary) Amount on the Job Data/Compensation page. The FIS Amount:

Must be equal to or greater than the Hiring Rate; and

Must be greater than the employee’s current salary; and

May exceed the Job Rate of the employee’s current grade on the appropriate Salary Schedule.

OSC will automatically insert a row on the employee’s Job Data page effective 03/28/13 (Administration) or 04/04/13 (Institution) using the Action/Reason code of Pay Rate Change/PMR (Prom Recal) and will update the employee’s salary rate to reflect the FIS Amount.

Increment Code Update Processing

OSC will automatically update the increment code on the inserted row for employees who receive a performance advance or promotion recalculation as follows:

Current Code

Updated Code

001X

001X if the new salary is below Job Rate

006X if the new salary is equal to Job Rate

004X

004X if the new salary is below 10 Year Longevity Step

003X if the new salary is equal to 10 Year Longevity Step

005X

005X if the new salary is below 15 Year Longevity Step

002X if the new salary is equal to 15 Year Longevity Step

007X

007X if the new salary is below 20 Year Longevity Step

008X if the new salary is equal to 20 Year Longevity Step

9900

9900 if the new salary is below 25 Year Longevity Step

0099 if the new salary is equal to 25 Year Longevity Step

0008

Any of the Increment Codes Listed Above – based on the new salary and status of longevity pay

OSC will automatically insert a row on the employee’s Job Data page effective 03/28/13 (Administration) or 04/04/13 (Institution) using the Action/Reason code of Data Change/CIC (Chg IncCd/or AnnDt/or FIS Sal) and update the following increment code:

Current Code

Updated Code

300X

001X if the current salary is equal to or greater than Hiring Rate and below Job Rate

Note: X represents the last digit of the fiscal year in which the next longevity payment is due.

Pre-Shift Briefing Processing

The Pre-Shift Briefing amount paid to employees in BU01, BU21 or BU31 using Additional Pay Earnings Code PS1 will be increased by normal processing in accordance with the above payments. OSC will insert a row on the Additional Pay page effective 03/28/13 (Administration) or 04/04/13 (Institution).

Employees with one of the following amounts will not be increased:

BU01

$40.00 or $80.00

BU21

$30.00 or $60.00

BU31

$24.00 or $48.00

The Pre-Shift Briefing amount paid to employees in BU61, BU91 or some employees in BU31 using Time Entry Earnings Code PS6 will be calculated based on the new rate.

The following Control-D reports will be available for agency review after the automatic payments have been processed. All reports will be sorted by agency code, then by employee name in alphabetical order.

NHRP704 – Mass Increment Payment Report

This report identifies all employees who received the automatic April 2013 Performance Advance or Promotion Recalculation. The report includes the Action/Reason code used as well as the old compensation rate and new compensation rate.

NHRP708 – Mass Increment Payment Exception Report

This report identifies employees who did not receive an automatic April 2013 Performance Advance, Promotion Recalculation or Increment Code Update. Included on the report is one of the following messages which identifies the reason the employee’s record was not updated:

Position and Job do not match

FIS Missing

FIS At or Below Current

FIS Below Hiring Rate

Increment Code Missing

Increment Code Invalid

Salary Outside Range

Sal Below Hiring Rate

Sal At or Above Job Rate

Insufficient Days

Agency Actions – Beginning Pay Period 2

Beginning in Pay Period 2L, agencies may submit the appropriate transaction for the following employees who are eligible on the payment effective date but will not be processed automatically. Refer to the appropriate instructions described below.

Eligible employees who are in a composite position (identified by Increment Code 2222) on the payment effective date.

Eligible employees who are in a position which was previously downward reallocated (identified by Increment Code 6900) on the payment effective date.

Eligible employees with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/SKL (Sick Lv) on the payment effective date.

Eligible employees who are on a Paid or Unpaid Military Stipend Leave on the payment effective date.

Eligible employees who are Inactive or on a Leave of Absence on the payment effective date.

Increment Code 2222

Agencies must submit a Pay Change on the Job Action Requests page using the Reason code PAV (Perf Adv) or PMR (Prom Recal) effective 03/28/13 (Administration) or 04/04/13 (Institution). Information regarding the composite position must be included on the General Comments page.

Increment Code 6900

Agencies must submit a Pay Change on the Job Action Requests page using the Reason code PAV (Perf Adv) effective 03/28/13 (Administration) or 04/04/13 (Institution). The performance advance amount is based on the previous grade and the new salary rate cannot exceed the job rate of that grade. Information regarding the payment must be included on the General Comments page.

Paid Sick Leave

Employees with a Payroll Status of Leave With Pay and an Action/Reason code of Paid Leave of Absence/SKL (Sick Lv) on the payment effective date who completed one (1) year of service in their grade prior to the effective date of the Paid Sick Leave are eligible to receive the performance advance or promotion recalculation in April 2013. Agencies must submit a Pay Change on the Job Action Requests page using the Reason code PAV (Perf Adv) or PMR (Prom Recal) effective 03/28/13 (Administration) or 04/04/13 (Institution).

Military Stipend Leave

Employees who are on a Paid or Unpaid Military Stipend Leave on the payment effective date may receive the performance advance or promotion recalculation when they return to the payroll.

If the effective date of the return from leave transaction is prior to Pay Period 1L, the agency must enter a Return from Leave on the Job Data page and submit a Pay Change on the Job Action Requests page using the Reason code PAV (Perf Adv) or PMR (Prom Recal) effective 03/28/13 (Administration) or 04/04/13 (Institution).

If the effective date of the return from leave transaction is after Pay Period 1L, the agency must enter a Return from Leave on the Job Data page and submit a Pay Change on the Job Action Requests page using the Reason code CSL (Cor Sal) and the effective date of the Return from Leave with the next available sequence number.

Inactive or Leave of Absence

Employees who are Inactive or have a Payroll Status of Leave of Absence on the payment effective date and who completed one (1) year of service in their grade prior to becoming inactive or being placed on Leave of Absence are eligible to receive the performance advance or promotion recalculation when they return to the payroll.

If the effective date of the return from leave transaction is prior to Pay Period 1L, the agency must enter a Return from Leave on the Job Data page and submit a Pay Change on the Job Action Requests page using the Reason code PAV (Perf Adv) or PMR (Prom Recal) or a Data Chg on the Job Action Requests page using the Reason code CIC (Chg IncCd/or AnnDt/or FIS Sal) effective 03/28/13 (Administration) or 04/04/13 (Institution).

If the effective date of the return from leave transaction is after Pay Period 1L, the agency must enter a Return from Leave on the Job Data page and submit a Pay Change on the Job Action Requests page using the Reason code CSL (Cor Sal) or a Data Chg on the Job Action Requests page using the Reason code CIC (Chg IncCd/or AnnDt/or FIS Sal) and the effective date of the Return from Leave with the next available sequence number.

Questions

Questions regarding this bulletin may be directed to the Payroll Earnings mailbox.